ZapHRPrivacy policy
In short
- ZapHR shows you your own HR information (attendance, leave, payslips, salary advances) and lets you act on it.
- Your employer owns and decides about your HR records. Vimkes Technologies runs the app for them.
- Your location is read only at the moment you tap check-in or check-out. Never in the background.
- We do not sell your data, show ads, or use analytics or advertising trackers.
- Questions or requests: support@vimkes.com, or your HR team.
1. Who we are
ZapHR is a mobile app and service provided by Vimkes Technologies ("we", "us"). It is used by the employees of organisations that have set it up for their teams, for example Trustin Analytical Solutions Private Limited ("your employer").
Your employer is responsible for your HR and payroll records and decides what is kept and for how long. Vimkes Technologies provides and runs ZapHR on your employer's behalf and handles this information only to provide the service, under your employer's instructions.
2. What the app uses
ZapHR does not create a profile of you of its own. It shows and updates information that already exists in your employer's HR system, plus what you submit in the app.
| Information | Examples | Why |
|---|---|---|
| Account | Login (email or username), name, employee ID, job title, department, your role, organisation code | To sign you in and show you the right information |
| Attendance | Check-in and check-out times, attendance history, correction requests you submit, and the location described below | To record and show your attendance |
| Leave | Leave and permission requests, dates, reasons, approval status, balances | To apply for leave and follow approvals |
| Pay information | Payslips (earnings, deductions, net pay) and salary advances with their instalments | To let you view your own pay records |
| Manager features | Your team's attendance and the requests waiting for your approval | To let managers approve or reject requests |
| Technical | Sign-in session tokens, and standard server logs such as time, IP address and the request made | To keep you signed in, keep the service secure and fix problems |
What the app does not collect
- No background location, contacts, photos, camera, microphone or files.
- No advertising identifier, and no third-party analytics, advertising or crash-reporting tools.
- Your password is checked against your employer's HR system when you sign in. ZapHR does not store it.
3. Location
When you tap check-in or check-out, the app asks your phone for your current location once and sends it with that attendance record so your employer can see where it was recorded. The app does not track your location at any other time and does not use location in the background.
You can deny or withdraw the location permission in your phone's settings. If you do, the app tells you that the location could not be confirmed, and your attendance may be recorded without a location or be delayed, depending on your employer's rules.
4. How it is used
- To provide the features you use: attendance, leave, payslips, advances and approvals.
- To route your requests to the people your employer has chosen to approve them.
- To keep the service secure, prevent misuse and fix problems.
- To respond to your support requests.
We do not sell your information, use it for advertising or share it for marketing.
5. Who can see it
- You, for your own records.
- People at your employer whom your employer has authorised, such as your manager, HR, payroll and finance staff, according to the access they have been given.
- Vimkes Technologies staff, only as needed to run and support ZapHR, and bound by confidentiality.
- Service providers that host the servers ZapHR runs on, who process data only to provide that hosting.
- Authorities, only where the law requires it.
6. Where it is kept and how it is protected
- Your records are kept in your employer's HR system and in the ZapHR service operated by Vimkes Technologies.
- Information travels between the app and the servers over encrypted connections (HTTPS).
- Sign-in tokens on your phone are held in the phone's secure storage. On the server, stored sign-in tokens are kept only in hashed form.
- What each person can see follows the permissions your employer has set in the HR system.
No system is perfectly secure, but we work to protect your information and to limit access to those who need it.
7. How long it is kept
Your HR, attendance and payroll records are kept for as long as your employer's HR system keeps them. Your employer decides this based on its own policies and the law, for example employment and tax record-keeping rules. ZapHR does not keep a separate long-term copy beyond what it needs to run.
Sign-in sessions expire automatically (within 30 days) and end when you log out. Removing the app removes the information stored on your phone. Server logs are used only for security and troubleshooting.
8. Your choices and rights
Subject to applicable law, including India's Digital Personal Data Protection Act, 2023, you may be able to ask to access the information held about you, to have it corrected or updated, to have it erased where the law allows, and to raise a complaint about how it is handled. Some employment and payroll records must be kept by law, so not every request can result in deletion.
- Corrections to attendance can be requested in the app (Attendance change request). For other corrections, ask your HR team.
- Access, correction, erasure or complaints: contact your HR team first, since they hold your records, or write to us at support@vimkes.com and we will pass the request to your employer and help it be handled.
- Location: you can change the location permission at any time in your phone's settings.
9. Children
ZapHR is for employees and is not intended for anyone under 18.
10. Changes to this policy
We may update this policy, for example when ZapHR gains new features. The date at the top shows when it last changed. Where a change is significant, we will tell you in the app or through your employer.
11. Contact
Vimkes Technologies
Privacy and grievance contact: support@vimkes.com